The Historic Embassy Theatre

he Embassy is available for your wedding reception, luncheon, cocktail party or meeting. The historic grandeur of the Embassy will be the perfect complement to your unforgettable event. For information on renting the Embassy Theatre, Embassy Theatre Lobby, Indiana Hotel Lobby or Boardroom, contact the Embassy at 260.424.6287.

Indiana Hotel Lobby | Embassy Theatre Lobby | Mezzanine Salon | Hoosier Room | Catering | Additional Info | Building Regulations | Event Booking | '13/'14 Special Event Pricing | Equipment Rental Pricing | All Inclusive Reception-Indiana Hotel Lobby

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The Indiana Hotel Lobby and The Indiana Corridor
The 1928 Indiana Hotel Lobby restored to Mediterranean grandeur is the ideal companion for your event. From elegant receptions for 150 guests to intimate salon gatherings and mixers, the Indiana Lobby will suit the atmosphere of your special event. The Indiana Corridor on the third level is the perfect space for an intimate wedding ceremony, in conjunction with the wedding reception in the Indiana Hotel Lobby.

The Indiana Hotel Lobby will comfortably accommodate:
• Sit-down buffets for up to 140 guests
• Plated dinners for up to 150 guests
• Mixers (Cocktail set-up) for up to 225 guests
• Wedding ceremonies for up to 100 seated guests

The Embassy special events manager will work with you to determine the floor plan that best suits your special event needs, providing you with an array of options. Customized floor plans provided by the Embassy special events office will maximize the unique ambience of the Indiana Lobby, while providing comfortable space for your food and/or beverage service, dance floor, and DJ or live band. The Indiana corridor may be rented for wedding ceremonies in conjunction with the Indiana Hotel Lobby.

The Embassy Theatre Lobby
Accent your special event with the unmatched splendor of the 1928 restored Embassy Theatre Lobby. Providing the perfect backdrop for special events from grand wedding ceremonies to unforgettable receptions and parties – the Embassy Theatre Lobby offers the fairy tale setting for your special event.

The Embassy Theatre Lobby will comfortably accommodate:
• Sit-down buffets for up to 170 guests
• Plated dinners for up to 180 guests
• Mixer (cocktail set-up) for up to 275 guests
• Wedding ceremonies for up to 230 seated guests

With ample space for your dance floor, live musicians and wedding ceremony accoutrements, social events at the Embassy Theatre Lobby are recognized for partnering the lobby’s grand beauty with the Embassy’s five-star customer service.

The Embassy Theatre Lobby is available for parties and receptions June through August. Wedding ceremonies may be available other months, please inquire for details.

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The Mezzanine Salon
The Mezzanine Salon on the second level of the Indiana Hotel Lobby offers a private space perfect for weekday business meetings and/or luncheons. In addition, the Mezzanine Salon is also an ideal space to enhance your Indiana Hotel Lobby rental for: additional seating, a children’s room, or even a private salon setting.

The Mezzanine Salon will comfortably accommodate:
• Meetings for up to 30 guests
• Sit-down buffets for up to 30 guests
• Plated dinners for up to 30 guests

The Hoosier Room
The historic Hoosier Room in the lower level of the Indiana Hotel Lobby offers an intimate restored space that is ideal for weekday business meetings, luncheons, performing arts rehearsals, business training sessions or even rehearsal dinners.

The Hoosier Room will comfortably accommodate:
• Meetings for up to 40 guests
• Sit-down buffets for up to 30 guests
• Plated dinners for up to 30 guests
• Mixers for up to 40 guests
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Catering Information
The Cast of Preferred Caterers
The Embassy strives to provide you and your guests with a five-star atmosphere and customer service the day of your special event. The Embassy has partnered with several Preferred Caterers that have exhibited their commitments to these goals. From simple to elegant, each of these caterers will provide you with unique ideas, as well as an outstanding attention to customer service.

Please keep in mind the following guidelines for catering. All caterers must:
• Be approved by the Embassy & properly licensed, with a copy of the license on file with the Embassy.
• Contact the Embassy Special Events Office at least 72 hours prior to your event to discuss event times and event flow.
• Load-in and load-out only at the Harrison Street catering kitchen entrance, unless otherwise specified.
• Remove ALL trash generated from the event on the night of the event. (Trash receptacles are provided at the rear of the building, just off of Harrison Street.)
• Utilize propane stoves or grills generating smoke outside only.
• Keep all doors surrounding the catering kitchen closed and secured at all times.
• Load-out by the time specified in your contract.

Alcohol
Private Event Bar Menu Options

In order to provide you and your guests with a safe atmosphere for your special event, please refer to the following guidelines if alcohol will be served:
• All alcoholic beverages must be served by the Embassy Theatre Foundation, Inc..
• No alcoholic beverages may be brought into the facility.
• No alcoholic beverages may leave the premises under any circumstances.
• Embassy security and event staff, have the right to limit the amount of alcohol being
• consumed by you and your guests.

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Additional Information
The Cast of Preferred Party Rental Companies
Your party rental company can help you plan your special event down to the last details, with everything from fine linens and china to various sizes and styles of tables and chairs. The following have reputations for providing Embassy guests with a wide variety from which to choose.

The Cast of Preferred Pianists
The Embassy will gladly provide you with a list of preferred pianists upon your request. You will be responsible for scheduling and paying the pianist directly.

Vendor Information
The Embassy special events office has additional references available to you. If you are in need of further vendor information, please feel free to ask your event coordinator for a list of additional vendors (DJ’s, musicians, florists, photographers, etc.).

Photography
The Embassy Theatre Lobby and Indiana Hotel Lobby are available for pre-wedding, post-wedding, engagement, bridal, and family portraits. The following are required:
• Fees: $100.00 per hour during normal business hours, 9 a.m. to 5 p.m., Monday through Friday and $200.00 per hour if scheduled after 5 p.m or on the weekends.
• Photo shoots must be scheduled at least two weeks in advance and are subject to availability.
• The stage and auditorium are not included.

Parking
Paid parking is available at the Civic Center Parking Garage off of Jefferson Blvd. and Calhoun St. (across from the Embassy). Your guests will have access to the Skybridge leading from the Grand Wayne Center and connecting to the Civic Center Parking Garage. Paid parking is also available at the Harrison Square Parking Garage located off Harrison Street, next to the Courtyard by Marriott Hotel.

Free parking is available at all downtown metered parking spaces for evening and weekend events. For a detailed downtown map with parking, please go to Visit Fort Wayne's downtown map.

Building Regulations
Decorative Materials
**(Please share this information with your florist and/or decorator)**
The National Register of Historic Places recognizes the 1928 Embassy Theatre and Indiana Hotel Lobby. As such, special attention is required with regard to decorative materials for special events.

Candles: All candles must be enclosed in glass, with the flame not exceeding the height of the glass enclosure. (Note: Unity candles are excluded, but must be in a secured holder).

Hanging Items or Wall Art: Any items to be hung or suspended must be approved by the Embassy in advance of your event. No items may be secured to the walls using adhesive, tacks, etc.

Prohibited Decorative Materials: Please refer to contract paragraph #7 for a complete list of prohibited decorative materials including: crepe paper, glitter, bubbles, rice, cellophane, confetti, cotton, corn husks, live or dried evergreen boughs, sheaves of grain, streamers, straw, paper, vines, moss, coniferous foliage, or any other combustible materials.

Please ask the Embassy Special Events Coordinator if you have specific questions.

Code Requirements
• Due to the historic nature of the Embassy, this is a smoke-free facility. By City Ordinance,
• smoking is prohibited in front of the building.
• To protect the restored 1928 plaster and fixtures of the Embassy, all sound levels
• (including DJ’s and live bands) must be kept below 95 decibels.
• By requirement of the Fire Marshall, any cords or cable must be secured to the floor
• with gaffer’s tape.

Security
Embassy security is required for ALL Special Events taking place in the Embassy Theatre Lobby and/or Indiana Hotel Lobby. (A rental of both the Embassy Theatre Lobby and Indiana Hotel Lobby would require two (2) security personnel.)

Security personnel are scheduled by the Embassy and are uniformed officers of the Fort Wayne Police Department. Security must be scheduled in four-hour increments. It is at the Embassy’s discretion to require more security personnel for your event. Typically, security is required from the time your guests arrive until the completion of your load-out.

Booking An Event
Room Availability
The Indiana Hotel Lobby, Embassy Theatre Lobby, Hoosier Room, and Mezzanine Salon may be rented separately, or in any combination. The Embassy Theatre Lobby rentals are available late May through early September; however, there is a possibility that wedding ceremonies may take place at other times throughout the year. The Indiana Corridor is available only for wedding ceremonies and must be rented in conjunction with teh Indiana Hotel Lobby Please inquire for details and to check into specific date availability.

Room Rental
All rental prices are for an eight (8)-hour maximum block of time, including set-up and tear down of your event. Additional hours will be assessed at an hourly rate.

The Embassy will place your event on hold for thirty (30) days with no obligations to you. You have first right of refusal during those thirty days. If another party is prepared to rent the room, the Embassy will contact you and you must decide at that time if you wish to proceed with your event and the contract process. After you have decided to use the Embassy, the Special Events Coordinator will draw up the contract. This is a legally binding document, and must be read carefully before signing. Once your contract has been signed and a deposit received, the room is guaranteed.

Payment
A deposit of fifty (50) percent of the room rental and all applicable taxed is due two weeks from the contract date. The balance of fees (i.e. room rental, rental equipment, security, etc.) will be due thirty (30) days prior to your event. All deposits are non-refundable and all charges must be paid in full prior to your event.

Event Set-Up & Event Load-In/Load-Out
**(Please share this information with your contracted special events companies, such as florist, D.J., etc.)**
The Embassy will have set-up for your event completed by the move-in time defined in the contract. Load-in of rented items, or decorative materials must be scheduled with the Special Events Office at least 72 hours in advance of the delivery. Load-in and load-out of all rented items or decorative materials must take place through the Harrison Street catering kitchen door, unless otherwise specified. All items must be removed from the premises by contracted load-out time, unless otherwise specified by the Embassy. Please refer to rental contract for a complete description of removal of property.

Wedding Rehearsals
When the Embassy is rented for a wedding ceremony, you will be permitted to a maximum of one (1) hour of rehearsal time prior to your ceremony. This 1-hour block of time is subject to availability. All rehearsals must be concluded by 6:30pm.

Embassy Grande Marquee Rental
The Embassy marquee is available only for events taking place in this facility. Your Special Event message will run in rotation with the other events in the building, on the side facing Jefferson Blvd, unless otherwise requested. Fantastic photo opportunity--your personal message in lights on the Embassy Grande Marquee!

2013 & 2014 Special Event Pricing
Embassy Theatre Lobby...…$1,375.00 / $1,400.00
Indiana Hotel Lobby………..........$950.00 / $975.00
Mezzanine Salon……………............…$95.00 / $100.00
Hoosier Room…………………..............$95.00 / $100.00
Indiana Corridor………………..............$100.00 / $100.00 (only available for wedding ceremonies in conjunction with the rental of the Indiana Hotel Lobby)

**All room rentals are subject to 7% Sales Tax**

Standard Eight (8)-Hour Rental of the Embassy Theatre Lobby and/or Indiana Hotel Lobby Includes:
Insurance, cleaning & set up charges, event staffing and [six-72” round tables, 60 black ballroom chairs & two-6’ buffet tables—(plated dinner or buffet set up)] OR [10 cocktail/bistro tables & 40 black ballroom chairs (mixer set up)] OR [90 black ballroom chairs (ceremony set up)].

Please Note: Theatre Lobby rentals do not include the auditorium and/or stage. These areas will be secured at all times.

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2013 & 2014 Holiday Rental Pricing
The Indiana Hotel Lobby is available on the following holidays: New Year’s Eve, New Year’s Day, Memorial Day, Independence Day, Christmas Eve. (Christmas Day, Easter, & Hanukah are not available).

Holiday Pricing—Indiana Hotel Lobby……………………………………...……..……... $1,330.00 / $1,355.00
Holiday Pricing—Embassy Theatre Lobby………………….…………...……..……... $1,925.00 / $1,950.00
(Includes a $200.00 staffing gratuity)

Additional Hourly Rental
Indiana Hotel Lobby……………………………………………………………………...……………....… $175.00 per hour
Embassy Theatre Lobby……………………………………………………………...……….…....…… $200.00 per hour

Wedding Rehearsals
1-Hour Wedding Rehearsal (see guideline details)…………………..........……...……. $60.00 / $60.00

Embassy Grand Marquee
Marquee Rental (2-hour block)…………………………………..……………..………….....….. $106.00 / $106.00

Security
Uniformed FWPD Officer, (per hour)…………………………………………...........……....... $30.00 / $30.00
[four-hour minimum]

2013 & 2014 Equipment Rental Pricing
Tables and Chairs
72” Round Table, Seats 10, ......…………………………………………...…..................…........… $7.40 / $7.50
60" Round Table, Seats 8, .....…..…………………………………………….….........................….. $6.80 / $7.00
48" Round Table, Seats 6 .....……………………………………………….……..........................….. $6.25 / $6.40
27” Round Cocktail/Bistro Table, Bistro Seats 4, ......….……................................... $7.40 / $7.50
24” Square Cocktail/Bistro Table, Bistro Seats 4, ....…….………............................... $7.40 / $7.50
Serpentine Tables, .....……………………………..........………………….……...........................… $8.20 / $8.30
4' Buffet Table [school house], ……......……….…………………….……..........................…... $4.50 / $4.75
6’ Buffet Table, Seats 6, .......……………………….…………………….……..........................…... $4.50 / $4.75
8’ Buffet Table, Seats 8, .......……………………………………………….……............................… $5.40 / $5.50
58" Round Glass Top Table ….......……………………………………………….….......................…. $8.50 / $8.50
41 1/2 ” Round Wooden Table .......................…………………………….…….…....................... $Complimentary Hotel Lobby Marble High Boy Table ....…………………….......................…........……..…. $Complimentary
Hotel Lobby Marble Desk ......…………………………………………….........................……..... $Complimentary
Rolling Bar/Buffet Stands .............................….…….……….……..................…......…. $11.40 / $11.50
Black Padded Ballroom Chair, ..........………………………………………...................….........… $2.20 / $2.25
Salon Grouping—Sofa, 2 Overstuffed Chairs, 2 End Tables w/ Lamps, .......…........ $85.00 / $85.00


2013 & 2014 Music & Sound Equipment
CD Sound System (5-Disc)—Indiana Hotel Lobby………………….......................... $58.50 / $60.00
Microphone (not wireless)—Indiana Hotel Lobby…………………....................….….… $12.25 / $12.50
Yamaha Grand Piano (includes tuning)—Theatre Lobby…………...................… $150.00 / $150.00
Packard Grand Piano (includes tuning)—Hotel Lobby……………..................…... $110.00 / $115.00

Décor
Pipe and Drape, Gold ....………………………………………………………...................…..…….. $11.00 / $11.00
Votive/Tea Light Holders [with candles][rented per dozen].......................……….… $6.25 / $6.25
Tall Easels .....................................…..……….……………..……...........................…….. $6.25 / $6.25
Small Tabletop Easels ...................... ………….……………..……...........................…….. $4.25 / $4.25

Miscellaneous Equipment
Podium .....………………………………………………………………………………………...................…… $18.00 / $20.00
Single-Tap Beer Dispenser, [carbon dioxide included]………........................……… $55.00 / $55.00

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